College of Education Groupwise to Outlook Migration CEDUHelp@niu.edu March 2015
What we will cover today The migration timeline How you can prepare for the migration Support we will provide before and after the migration Questions
Why are we doing this? More modern email tool better supported Better support for Mac systems Larger email capacity for all users (50GB rather than 2GB) savings to the institution Integration with MS Office, Office 365 and Skype for Business
A couple of quick terms Client Application (installed on your computer) Web Application (accessed using a web browser) Groupwise Terms Groupwise Client Webmail http://webmail.niu.edu Outlook Terms Outlook Client OWA (Outlook Web Access) http://o365.niu.edu
Official Cutover Date Sunday Monday Tuesday Wednesday Thursday Friday Saturday March 22 23 24 25 26 27 28 29 30 31 April 1 Outlook 2 3 4 Live @ 2PM 5 6 7 8 9 10 11 Key Dates Outlook for the CoE will go live on April 2, 2015 at 2PM. 12 13 14 15 16 17 18
What happens on April 2 at 2PM? Groupwise becomes read only All new email will come into Microsoft Outlook therefore you must start using Outlook Existing email (Previously Received Email and Archive Email will NOT be available in Outlook)
So. How do I get my Outlook email? You will be able to access your email on April 2nd using OWA. You will be able to use the Outlook Client once it is installed.
How will I get the Outlook Client? Starting Tuesday March 31at 5:00 PM we will begin to push the installation for the Outlook Client and Lync (Skype for Business) to all Windows users using a desktop computer. This installer will automatically remove Groupwise and Groupwise Instant Messenger. This process may take several days. Mac systems already have an Outlook client that will work. Newest client has not been released to campus yet.
Important note about client installation After March 31 @ 5:00 PM you should NOT use your Groupwise client. You should ONLY use Webmail for email and calendar functions.
Important note about Webmail Webmail does not handle proxy and multiple calendaring as well as the client. Do NOT plan complex email or calendaring tasks April 1-3. No ability to access email archives
What about my existing email? Email will be migrated into Outlook Individual email size including attachment must be smaller migrated.
Email Data Migration Timeline Sunday Monday Tuesday Wednesday Thursday Friday Saturday Key Dates March 22 23 24 25 26 27 28 Email Migration 4/2 4/6 Archive Migration 4/6 4/13 29 30 31 April 1 2 3 4 Email Migration 5 6 7 8 9 10 11 Email Migration Archive Migration 12 13 14 15 16 17 18 Archive Migration
What doesn t migrate? Emails larger than 25MB Trash Frequent Contacts Rules Proxy Rights
How do I learn to run Outlook We visited the offices and asked for specific training topics and you responded. opportunities.
Training / Support Timeline Sunday Monday Tuesday Wednesday Thursday Friday Saturday Key Dates March 22 23 24 25 26 27 28 ERP Training Available 29 30 31 April 1 2 Priority 3 4 Support CoE ERP Training Available Day 5 Priority 6 7 8 9 10 11 Support ERP Day Training Available 12 13 14 15 16 17 18 ERP Training 3/23 4/10 CoE Training 3/30 4/1 Priority Support 4/3 & 4/6
What can I do now to prepare Address email messages larger than 25MB (instructions available) Clean out your email If you have a Groupwise email archive Decide if you really need it If you need it, could it be cleaned out? Be prepared for Archive Migration (instructions available) Make sure you can use email, calendar, and proxy functions
What can I do now to prepare Watch for email messages about the migration
And please remember This will take a while to learn You will NOT be as productive in Outlook as you were in GW on day one Everyone is going through the same thing
Tell me more about Archive Migration Archives need to be copied to migration directory by March 30. All auto archiving must be stopped before being copied Total mailbox size of active email + archive email MUST be less that 50GB Once migrated, the archived mail will appear in your normal mailbox Access to archived email will be limited until migration is complete
What about access from my phone/tablet Excellent Outlook client for IOS and Android There are also apps for ODFB, Lync, Word, Excel, PowerPoint and OneNote Home computers should use OWA at http://o365.niu.edu rather than installing a client due to data security issues
Are there other major differences Maximum mailbox size is 50GB Maximum number of recipients on single email is 500
Questions?
College of Education Groupwise to Outlook Migration March 2015